How to organise a pub quiz without last-minute problems

A pub quiz runs smoothly when the questions, teams and room setup are settled before guests arrive. Start by confirming the date, venue and reservation, then decide how many rounds you need and prepare the questions, answers and score sheets. Handle registrations early so you can assign teams and collect dietary requirements. On the day, allow time to test the laptop, projector, speakers and microphone, set up the tables and registration desk, and chill the drinks before the first team arrives.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm date and location
2 people
2
Confirm reservation
3
Determine quiz format and rounds
2 people
4
Prepare quiz questions
2 people
5
Prepare answers and score sheet
2 people
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Assign teams
10
Communicating team assignments
11
Check materials
2 people
12
Test the equipment
2 people
13
Check the shopping list
14
Do the shopping
2 people
15
Chill drinks
2 people
16
Prepare quiz files

Event

17
Open venue
2 people
18
Set up tables
4 people
19
Set out chairs
4 people
20
Set up the registration table
2 people
21
Connect the technical equipment
2 people
22
Decorate the quiz room
2 people
23
Set out snacks
2 people
24
Prepare coffee and tea
2 people
25
Receive participants
3 people
26
Register teams
2 people
27
Give welcome briefing
28
Present quiz rounds
29
Collect answer sheets
2 people
30
Check answers
3 people
31
Serve drinks
2 people
32
Refill drinks
33
Refill snacks
34
Announce interim standings
35
Announce the winners
36
Present prizes
2 people

Aftercare

37
Switch off equipment
2 people
38
Wash dishes
3 people
39
Collect waste
2 people
40
Clear tables and chairs
4 people
41
Clean the venue
3 people
42
Return materials
2 people
43
Handle lost and found

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 8
Chairsqty 64
Registration desk
Waste binsqty 4

Tableware

Reusable drinking glassesqty 80
Coffee cupsqty 30
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 6

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphone
Extension cordsqty 2
Power stripsqty 4
HDMI cableqty 2
Timerqty 2

Game materials

Answer sheetsqty 400
Score sheetsqty 20
Pensqty 80
Team table numbersqty 16
Prizesqty 3

Office

Clipboardqty 6
Tapeqty 3
Scissorsqty 2
Markersqty 6

Decorations

Tableclothsqty 8
Buntingqty 6
Balloonsqty 40

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 4
Ice packsqty 12

Cleaning

Bucketsqty 2
Spongesqty 6
Dishclothsqty 8
Broom and dustpanqty 2

Catering

Groceries

Tips

Set the quiz format before writing questions. Choose the number of rounds, the question types and the time allowed for each round, then prepare the answer sheets and score sheets to match.
Close registration at least 48 hours before the quiz if possible. Use the final list to assign teams, number the tables and communicate team assignments before people arrive.
Test the laptop, projector, speakers, wireless microphone, HDMI cable and power connections at least 60 minutes before the start. Keep extension cords and power strips accessible rather than buried under tables.
Set up the registration desk near the entrance and place team table numbers where they can be seen immediately. Put pens, answer sheets and a clipboard there so late arrivals do not interrupt the first round.
Chill drinks and check the shopping list on the day before the quiz. Set out snacks, reusable glasses, plates and serving utensils before registration opens, and place waste bins where teams can reach them.

Frequently asked questions

How long does it take to organise a pub quiz?: Allow at least two weeks for a small pub quiz, especially if you need to confirm a venue reservation and collect registrations. Reserve the final 48 hours for team assignments, dietary requirements, shopping and checking the quiz files.
How many questions should a pub quiz have?: Plan around 40 to 60 questions for a quiz lasting roughly 90 minutes, divided into several rounds. Leave time between rounds for teams to write answers, hand in sheets and receive the scores.
When should I send pub quiz invitations?: Send invitations three to four weeks before the quiz and set a registration deadline around 48 hours before it starts. That gives you time to assign teams, number the tables and prepare enough answer sheets, drinks and snacks.
What equipment do I need for a pub quiz?: For a quiz using projected questions or audio, check a laptop, projector, projection screen, speakers, wireless microphone, HDMI cable, extension cords and power strips. Test every connection at least one hour before guests arrive, and keep a timer, pens and printed score sheets ready.

Start this plan in Lizzt

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